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DRAFT WITHIEL PARISH COUNCIL
Minutes of the annual meeting of Withiel Parish Council (WPC) held at the Village Hall on Wednesday 2nd May 2018 which opened at 7.30 p.m. with Cllr Shearer welcoming and thanking all present for attending.
Present: Cllr Shearer, Cllr Cubitt , Cllr Harper, Cllr Malone & Cllr Hoyle.
Also present: Parish Clerk, Mr Robin Turner & 2 members of the public .
54/18 Election of the Chairman and Declaration of Acceptance of Office.
Cllr Cubitt took the chair and asked for proposals for the office of chairman. Cllr Malone proposed that Cllr Shearer hold office as Chair. Cllr Hoyle seconded the proposal and it was resolved that Cllr Shearer hold office as Chair. Cllr Shearer signed the chairman’s declaration of acceptance of office and took the Chair.
55/18 Election of Vice Chairman. Cllr Hoyle proposed that Cllr Cubitt hold office as Vice Chairman. Cllr Harper seconded the proposal and it was resolved that Cllr Cubitt hold office as Vice Chairman.
56/18 Apportionment of councillors portfolios. Cllr Hoyle agreed to act as footpaths representative and the clerk advised that Cllr Coy had tendered his agreement to act as internal check officer.
57/18 Apologies for absence. Cornwall Cllr Batters, Cllr Coy & Cllr Nott- Bower.
58/18 Members Declaration of Interest and any requests for dispensations.
None were declared.
59/18 Invitation to address the meeting:
No one addressed the meeting.
60/18 To approve the minutes of the council meeting held on 4th April 2018.
Cllr Cubitt proposed to approve the minutes of the council meeting of 4th April 2018, approval was seconded by Cllr Malone. It was resolved unanimously to approve the minutes of the 4th April 2018. Cllr Shearer signed the minutes.
61/18 To consider matters arising from minutes of the council meeting held on 4th April 2018 which are not agenda items below. There were no matters arising.
62/18 Finance matters.
–Accounts payable as follows:
1-Mr P Roberts – internal audit Fee £70. Chq no. 100603.
2-Cornwall ALC Ltd – Training for the clerk (GDPR) £54. Chq no. 100604.
Cllr Cubitt proposed the payment of these accounts. Cllr Malone seconded the proposal and it was resolved to make the payments.
Responsible Finance Officers report.
The clerk reported:
-2018/19A Precept received from Cornwall Council 9th April 2018 in sum of £2250 , together with a Council Tax Support grant of £46.38.
-The Neighbourhood Development Plan grant for £1,000 was agreed by Groundwork UK and funds remittance is confirmed but still awaited. Although WPC agreed to apply for £900 -£1,000 was the minimum grant that could be applied for under the scheme rules. WPC is obliged to submit receipts for expenditure and return unused funds.
-GDPR training course 3rd May 2018. Clerk confirmed his planned attendance – now at Bodmin. Cost £54 inc VAT .
–Bus Shelter roof repair was agreed under minute no. 144/17 at a cost of £200. The contractor instructed did not fulfil and subsequently other contractors were asked to quote without reply. Two quotes have been received, immediately prior to this meeting, both advising a maximum of £600 to effect a full repair. The clerk detailed each and asked the members to agree the way forward. After discussion Cllr Malone proposed that North Coast Build be instructed to undertake the work with an expenditure ceiling of £600. Cllr Cubitt seconded the proposal and it was resolved that the clerk instruct North Coast Build to undertake the work with an expenditure ceiling of £600.
-Internal Audit Report 2017/18. The auditors’ selective assessment of the compliance with relevant procedures and controls as set out for Local Councils concluded that the financial controls and procedures that WPC has in place are adequate and appropriate. The financial risk is low with no issues being identified. The internal auditor has completed and signed the Annual Internal Audit Report 2017/18.
63/18 To approve the Annual Governance Statement 2017/18, Section 1 of the Annual Governance & Accountability Return 2017/18 Part 3 for Local Councils in England.
The members confirmed their agreement with the statement and Cllr Malone proposed the approval of the annual governance statement, Section 1 of the Annual Governance & Accountability Return 2017/18 Part 3 for Local Councils in England, Cllr Cubitt seconded the proposal and it was unanimously resolved to approve the statement for year ended 31st March 2018. The chair and clerk signed the statement.
64/18 To approve the Accounting Statements 2017/18, Section 2 of the Annual Governance & Accountability Return 2017/18 Part 3 for Local Councils in England.
The members confirmed their agreement with the statements and Cllr Malone proposed the approval of the Accounting Statements 2017/18, Section 2 of the Annual Governance & Accountability Return 2017/18 Part 3 for Local Councils in England. Cllr Cubitt seconded the proposal and it was unanimously resolved to approve the statements for year ended 31st March 2018. The chair signed the statements.
65/18 Planning: To consider and approve a comment for the planning application listed below and any others received prior to the evening of the meeting.
Application PA18/03204 Proposal Lawful development Certificate in relation to a general purpose agricultural building Location Trenance Barton Withiel Bodmin Cornwall
Applicant Mr Timothy Perring.
After discussion Cllr Cubitt proposed the the following consultee comment:
Withiel Parish Council fully supports this application and is pleased to the the position being regularised for a development that is compatible with our neighbourhood plan.
Cllr Malone seconded the proposed comment and it was resolved that the comment be submitted to the Planning and Sustainable Development Service, Cornwall Council.
66/18 Planning: To report planning decisions of the planning authority received prior to the evening of the meeting.
Cllr Shearer reported the following planning decision and detailed the conditions imposed:
Application PA18/00063 – Approved with conditions.
Proposal Siting of temporary dwelling for agricultural worker. Erection of a compost toilet.
Siting of solar panels on temporary dwelling and packing shed. Erection of packing shed (retrospective). Creation of hardstanding area (retrospective). Erection of 3x poly tunnels (retrospective). Location Trelowarth Kerriers Road Inchs Bodmin Applicant Ms Chloe Bines The Real Food Garden
67/18 Neighbourhood Development Plan. Cllr Cubitt reported the results of the Withiel Parish Neighbourhood Plan public referendum and confirmed that the the Withiel Neighbourhood Development Plan will now be integrated into the Cornwall Plan.
68/18 Broadband. Cllr Shearer reported that progress is now tangible and that the uprated network connectivity is being evidenced within the parish.
69/18 Footpaths. To agree a contractors fixed price quotation to cut the Withiel footpath network in 2018, 2019 & 2020.
The clerk detailed the one quote returned. After brief discussion Cllr Hoyle proposed the members accept the quote from Agave Landscape Limited in the sum of £530 per annum fixed for 2018, 2019 & 2020. Cllr Harper seconded the proposal and it was resolved that the clerk confirm formal acceptance with the contractor.
70/18 Insurance. To agree a fixed price quotation for WPC insurance in 2018, 2019 & 2020.
The clerk presented detailed quotations received from Zurich Municipal and Ageas. The respective per annum cost of each being, Zurich £281.87, Ageas £235.06. After discussion Cllr Malone proposed that the three year fixed rate quotation received from Ageas be accepted and that the 2018 premium of £ 235.06 be paid under cheque number 100605. Cllr Harper seconded the proposal that the fixed agreement be accepted and it was resolved that the three year fixed rate quotation received from Ageas be accepted and that the 2018 premium of £ 235.06 be paid under cheque number 100605.
71/18 Litter pick. To discuss and agree Clean Cornwall registration and Facebook event page.
Cllr Shearer led discussions and proposed it was too late in the year to undertake a pick due to hedge and verge growth but to bring back as an agenda item in September to initiate preparation for a more suitable date. Cllr Malone seconded this proposal and it was resolved to move the initiative forward in September.
72/18 Correspondence. (For information only)
–Intention of road closure for repairs at Ruthern Bridge – 30th May 2018 07.30 -18.00 hrs.
-Clerks absence to be 3rd June to 13th June 2018.
-Police Notice – Beware fraud scam in respect of offers of discount for television subscription services.
-Cormac advise remedial pothole work for Whitehay Hill and Churchtown are scheduled for later this year.
73/18 The dates for the next normal meetings were confirmed as 6th June, 4th July & 1st August 2018.
Cllr Shearer closed the meeting at 8.23 pm and thanked those present for attending.
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